The Leeds United Foundation is the official charity of the Leeds United Football Club. We supported over 70,000 beneficiaries last year through our health and wellbeing, sports participation and education programmes.
We are seeking an experienced Executive Assistant and Board Secretary to lead our administrative and governance activities as we continue to expand and diversify our activities. The successful candidate will be the Assistant to the Chief Executive, support the Executive Team, run the administration team and deliver all of the requirements to run an effective and compliant Foundation Board of Trustees.
The role will involve diary and meeting management, running the Executive office and managing the admin team, ensuring the Foundation has the administrative support it requires to deliver an effective programme of work to our beneficiaries and meets charity regulations, building strong relationships, and being an important point of external liaison. In addition, the role will manage, prepare and minute Board and Sub Committee Meetings; experience in this area of work is essential.
Educated to degree level or with equivalent experience, you will have advanced IT skills, strong handling of all MS Office packages, and strong written and spoken communication skills.
Able to work pro-actively as part of a team as well as using your own initiative, you will be professional, friendly, and approachable. Confidence and assertiveness will be important, coupled with a good sense of humour and a genuine empathy with the beneficiaries of the organisation.
JOB DESCRIPTION
Job Title: Board Secretary / Executive Assistant
Salary: c. £30k dependent on experience
Contract Type: Full Time (37.5 hrs) Permanent
Responsible to: Chief Executive Officer
Responsible for: Administrators (3)
Key purpose: To provide dedicated high-quality support to the Board of Trustees, CEO, and Executive Team, on a day-to-day basis, manage the admin team and function, and serve as a board secretary for the Foundation.
Principle Accountabilities:
Executive Team Support
1. Co-ordinate the diaries of the CEO and executive team, planning appointments, liaising with multiple organisations, ensuring appropriate time is allocated and planned to include where travel is required.
2. Act as the point of contact between executives for both internal and external contacts, handling sensitive information with discretion and confidentiality.
3. Manage phone calls and emails, using discretion to prioritise and ensure appropriate response and action is made in a timely manner.
4. Research and book business travel and accommodation in accordance with the travel policy.
5. Support the Chief Executive and Executive Team by producing correspondence, reports, presentations and other documents as required.
6. Provide personal support in collation of expenses for executive team in accordance with the expenses policy.
7. Set up and maintain document management systems, abiding by general data protection regulations.
8. Receive and interact with visitors and guests for the Executive Team.
9. Co-ordinate and attend weekly executive team meetings, attending in order to record and track actions.
Office Management
1. Ensure the Foundation programmes have appropriate and timely support to enable them to be as effective and impactful as possible.
2. Coordinate and manage the admin team to deliver effective support to the Foundation. Monitor performance and provide coaching and guidance to the team.
Governance
1. Support the delivery of the production of the PLCF Capability Code of Practice (CCOP) process and the assessment of the Board against the Charity Commission Code of Good Governance.
Board & Committee Support
1. Produce board papers and reports for the Chair and other Trustees in preparation for meetings and ensure the board calendar of events is maintained and acted upon.
2. Circulate agendas and meeting packs in a timely and efficient manner, ensuring that meeting participants have sufficient time to prepare for quarterly meetings.
3. Attend meetings and take accurate formal, detailed minutes that fully record proceedings, including capturing and maintaining ‘conflicts of interest’ register.
4. Circulate draft minutes to relevant participants for review and comment within an agreed timeline of the meeting.
5. Coordinate and facilitate meeting room or Teams requirements for each meeting.
Line Management
1. Responsible for 3 administrators.
Experience:
* Executive Assistant / Personal Assistant: 2 years (required)
* Governance: 2 years (required)
* Charity: 2 years (preferred)
Applying for the position: Please provide a CV and covering letter to joanne.svilis@leedsunited.com.
Candidates will also be requested to complete a supplementary application form.
Work Location: Leeds United, Elland Road, Leeds
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